Travel and Events Coordinator/Planner

  • Support
  • Montreal, Canada

Travel and Events Coordinator/Planner

Job description

Framestore is an Oscar, Bafta and Emmy award-winning global creative company working in film, advertising and episodic, with a focus on animation and VFX projects. The successful candidate for this role is an experienced events planner/coordinator looking for an opportunity to bring their talents to a single business with big ambitions! This role would ideally suit someone looking for more stable and regular working hours but who has tons of creative ideas and ambition.

This role will play an important part in making Framestore an enticing, fun and inclusive work environment and will include arranging staff engagement events, recruitment networking, client attended and friends and family events both on site and around the Montreal region. The Travel & Events coordinator is a pillar of the Hospitality team which includes the receptionist and a team of runners, and reports directly to the Office Manager.

What you will be doing:

  • Coordinate the relocation and business travels for the Montreal employees. This responsibility includes the following duties:
    • To be the point of contact for travel related coordination of the relocation and business travels requirements and make the appropriate travel bookings

    • To provide input on the studio’s travel policies, documents and templates

    • To liaise with HR, Immigration and Recruitment regarding work permits and start dates for new employees

    • To liaise with managers and producers regarding business travel inquiries, bookings, budget allocations and approvals

    • To be the point of contact for questions regarding the studio’s upcoming travel booking portal

    • To coordinate, with the help of the HOD, the negotiation of the annual contracts with the travel arrangements suppliers

    • To manage the travel bookings for relocations and business travels and make sure the reservations are in line with Framestore relocation and business travel policies and budgets

    • Produce the monthly reconciliation reports of the travel expenses

  • Creates and organizes both regular and one-off internal events for Framestore Montreal, within the Studio as well the surrounding area. This responsability includes the following duties
    • Create, organize and run staff motivational events, including summer and winter parties, movie theater bookings, wrap parties, virtual gatherings, Beer Fridays, etc, with the support of the Hospitality team

    • Plan and manage events with a range of sizes and purposes. Ensure guests are pleased and everything runs smoothly without exceeding their clients’ budgets.

    • Organize the in-house holiday activities such as Halloween, Easter, St. Patrick, Valentine’s Day, holiday weeks, etc. with the support of the Hospitality team

    • Lead the Social Committee

    • Organize and oversee Wellbeing activities such as Yoga, kickboxing, meditation, etc

    • Produce the monthly reconciliation reports of the event expenses

  • Working with the other members of the Facilities team to cover where necessary

  • Further duties as required or designated by the Head of Facilities

Job requirements

What you bring to the table:

  • Contagious enthusiasm and an excellent sense of initiative for coming up with social event and team building ideas
  • A positive, hands-on approach in making a positive contribution to the studio’s internal client experience, with a strong attention to detail and a desire for continuous improvement
  • Outstanding communication skills and a strong ability to work with people at all levels within the organization

  • Proactive and solution-orientated

  • Experience with BEO (Banquet Event Order)
  • Existing relationships/contacts with hotels, venues, and suppliers
  • Outstanding organizational skills
  • Detail-oriented

  • Able to work unsocial hours from time to time in order to assist with staff activities

  • Enjoys socializing and working with a team;

  • Excellent written and verbal communication in both English and French

  • Ability to perform under pressure and deadlines

  • Great multitasker

  • Understanding of working within a budget

  • Excellent computer skills in Windows, Gsuite, MS Office

Framestore is proud to employ extraordinary talent across all genders, races, nationalities, religions, ages, abilities and sexual preferences. We aim to encourage and support all of our current and future employees to achieve their potential. No job applicant will receive less favorable treatment on any basis when applying for a career with us.